Post on 27-Apr-2020
London - 2nd May 2018
Nicola Fowler
Senior ESR Account Manager (London & South)
Diya Aswani
ESR Account Manager (London)
Maximising the ESR Portal
Agenda
2
The purpose of this webinar is to build upon the launch of the new ESR portal, to further education and raise awareness of the functionality available, and to engage and inspire organisations to fully optimise the system to meet their needs.
Webinar Content:
• ESR Portal & Portlets – the latest statistics
• Employee Self Service – Portal Benefits
• Manager Self Service – Portal Benefits
• Professional Users Dashboards
• Benefits to the organisation
• Our Portal: East London NHS Foundation Trust & London Ambulance Service NHS Trust
• Portal Developments
• Next steps for organisations
• Summary & Support
March 2018
709,429 individual
employees have now
accessed the Portal
Total portal logins are
now 11,538,364. 1,908,894
logins during March 2018.
46.4% of all employees
with user accounts have
now accessed their Portal
74.36% of SSHR users in
March 2018 used my.esr
only. A further 8.9% used
both routes during month.
510,624 users logged into
ESS/ESSLA in the 30 day
reporting period to 5th
March 2018
22.37% – 416,596 of
employees now opted out
of Printed Payslip
16.74% of
Personal/Absence/
Assignment changes
undertaken in SSHR
159,713 employees viewed
their payslip through the ESR
Portal in March 2018. 230,906
directly from Self Service.
March 2018
0
50000
100000
150000
200000
250000
300000
EM EoE KSS LON NE NW SW TV WAL WES WM Y&H SPE
Portal/ESS Usage In Relation to Total ESR Users and Headcounts as at 28th March 2018
Portal Logins Uniwue ESS/ESSLA Last 30 Days Total ESS/ESSLA Users Total ESR Users Headcount
6
0
100000
200000
300000
400000
500000
600000
2017-06 2017-07 2017-08 2017-09 2017-10 2017-11 2017-12 2018-01 2018-02
12 Month Timeline - ESS/ESSLA Logins - Based on Previous 30 days Data Extracted 5 March 2018
*December 2017 was a shorter month due to the 12.2 downtime
March 2018
7
0
50000
100000
150000
200000
250000
300000
350000
Payslip Portlet Payslip- Non Portlet my.esr Payslip- Non Portlet MHAPP
Access Points for Payslips- Total Views
2017-08 2017-09 2017-10 2017-11 2017-12 2018-01 2018-02 2018-03
March 2018
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The Portal is the new gateway into ESR for all NHS employees
• It is an easy to use browser-based system that can be accessed in the workplace or on the move
via the internet
• Self Service functionality gives every ESR user the ability to manage their own data
• Self Service via the Portal has been designed to be
intuitive
• Employees are presented with information portlets on
the landing page as soon as they log in – presenting
key Information immediately.
Employee Self Service
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Easy to navigate user
interface
The Portal is designed to be intuitive
and easy to use, giving you access to
all Employee Self Service
functionality.
Announcement and Payslip
Portlets are fixed
1
1
2
Other Portlets can be removed or
relocated by the Portal Administrator
2
2 2 2
2
Employee Self Service
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Improved Data Quality
My Personal Information portlet provides the employee a quick link to their
personal data, with the added ability to allow them to update this immediately.
Planned developments – to create a collapsible region in the portlet containing
the current visible information. Only the photo and name will be initially visible.
The Portal and Portlets
Encourages the employee to feel a
greater sense of ownership about
their personal & professional data.
The employee feels empowered to
manage their own data, thus
maintaining its accuracy.
This can enable the organisation to
remove the need for paper forms
for these changes
Employee Self Service
12
On-line Payslips
My Payslip portlet will display a link to the most recent payslip. Historical
payslips can also be accessed and be printed or saved to a secure
location.
Planned development - Update to Payslip Portlet to include link to P60 and ability to
opt out of Paper Payslips.
Employees have access to
their payslips before payday.
Moving to on-line payslips
has the ability to reduce
internal payslip distribution
costs and eliminates missing
paper payslips
Employee Self Service
13
Real time
Management of
Information
ESR is a live real-time system.
Any changes made in the portal
or the core system are
immediately reflected in the
other.
Compliance is displayed by
positions held.
My Compliance portlet provides an easy to view compliance summary.
2
2 Ability to search for and undertake/book learning from compliance matrix associated with training requirements.
1
1 The button will launch the Compliance and Competency page where employees can view their compliance in more detail.
1
Employee Self Service
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My Annual Leave portlet provides key
information about annual leave entitlements
e.g. hours taken vs. hours remaining, if the
organisation uses ESR to record absence.
Real time Management of
Information
Any information recorded in ESR is
immediately reportable, giving real time
information for employees and managers.
1
1
1 Annual leave can be requested directly
via the portlet.
2 The employee can view their absence
calendar directly via the portlet.
2 2
Employee Self Service
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Access to other key
systems & information
Local Links are available to the Portal Administrator to populate with useful local links for the organisation.
Links to other web-based systems and
internet links can be added by the
Organisation.
This enables the ESR Portal to
seamlessly become the gateway to
other internal & external systems
They can be viewed via the navigation pane.
1
1
They can be viewed via local links portlet, which can be added to the employees portal view.
2
2
Employee Self Service
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Accessible on different
platforms
If an employee logs into ESR with a username & password this can be used to
access ESR away from the workplace. If a Smartcard is used a different Password
has to be created.
Currently, Initial setup for Internet Access has to take place on an NHS network
(i.e. N3), and can be done via the Portal. Once approved (automatic available) the
employee can access ESR via the internet at any time and on any device.
Employee Self Service is available
outside of NHS networks.
It is also available on different
devices. Making it truly portable.
29th June 2018 (subject to testing)
Ability to set automatic internet
access at organisations level
Employee Self Service
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My ESR App
The ESR app is easy to use
across Apple, Android and
Blackberry devices.
Once an employee has
requested Internet Access
via ESR at work, (& it’s been
approved) they can
download the My ESR App
by searching for “ESR NHS”.
Username & Password are
required for log in.
Employee Self Service
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Manager Self Service
Manager Dashboard
The Manager Dashboard is
available for all users with Manager,
Supervisor or Administrator Self
Service.
A manager can navigate to full
ESR functionality by using the
navigation pane.
Manager Self Service now available
securely over the internet.
National BI Portlets use the BI reports to create easy to understand gauges.
Additional portlets can be added that relate directly to locally written BI reports.
More manager portlets can be added by the organisation's Portal Administrator.
1
1 2 2 2
2
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Manager Self Service
Team Absence
A manager can see what their team
absence rate is in real-time providing
ESR is used for all absence
recording. (the gauge is updated the previous
evening).
The portlet gives a quick entry point
into ESR functionality and BI
reporting.
Team Absence portlet displays a gauge showing the percentage absence rate for
the managers team.
1
1 Clicking the gauge will launch the NHS Team Absence KPI Report in the ESR
BI reporting tool, allowing managers to analyse the figures in more detail.
2
2
2 The Manage Absence button enables the manager to view and create
absences for their staff.
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Manager Self Service
Team Appraisals
A manager can see how their team is
currently performing within their
appraisal cycle.
The portlet gives instant access to
appraisal data via the NHS Team
Absence KPI report.
A manager is given the ability to manage appraisals directly from the Team
Appraisals portlet.
1
1 Displays a gauge showing the percentage of employees that have completed
Appraisals. Clicking on the gauge will allow managers to analyse the figures in
more detail
2
View further details of the completed Appraisals for the members of a team
by clicking the manage appraisals button. .
2
2
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Manager Self Service
Team Compliance
From this one portlet a manager can
see their whole teams compliance
percentage. Making it quick and
easy to manage their staff’s
compliance rating.
This portlet gives the manger access
to the NHS Team Compliance KPI
report in BI.
A manager is given the ability to manage and analyse their teams compliance
directly from the Team Compliance portlet.
Displays a gauge showing the compliance percentage for the whole team.
Clicking on the gauge will allow Managers to analyse the figures in more detail
1
1
View further details of the teams compliance can be accessed and analysed
by clicking the manage compliance button. .
2
2
2
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Manager Self Service
Organisation Chart
The Organisational Chart portlet
gives the manager the opportunity
to view their staff hierarchy in a
purely visual way.
It can help to identify where staff
are sitting in the incorrect hierarchy
within ESR as its based on the
supervisor hierarchy.
The newly developed Organisational Chart portlet showing in one click the staff hierarchy for a manager.
Clicking on the Launch Organisation Chart button takes the manager into the visual chart.
1
1
1
2
2
2 Clicking on any of the employee nodes will display an action menu, where the manager can access normal ESR functionality.
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Manager Self Service
Team Actions
The Team Actions portlets, gives
the manager direct access to their
teams ESR diary events.
The events are:- • Class Enrolments
• Absence
• Appraisal Due Date
• Registration Expiry Date
• Learning Certification Expiry Date
• Visa Expiry Date
• Valid Illegal Working Checklist
• Fixed Term Contract End Date
• Competency Expiry Dates
• Increment End Dates
1
The Team Actions portlet will give a quick view of the next seven days
events for the managers staff.
1
2
2
2 By clicking on the View Team Calendar, the manager can view more
than one employees calendar at once.
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Manager Self Service
Manager Internet
Access
Managers have the ability to
access ESR from a non-N3
network in the same way
employees can.
This gives them access to BI
Reports and ESR Manager
functionality via a mobile device.
A manager is required to request manager access initially from a work
machine. (ie via N3).
A mobile number will have to be entered to enable an access code to be
sent every time a manager wants to access the manager dashboard. Similar
to on-line banking access codes.
1
1
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Professional
Dashboards
In addition to the Managers
Dashboard, there are further
Dashboards available for Core
Users:
• Recruitment
• HR
• Payroll
• Learning
The Professional Dashboard can be accessed by those who have the relevant URP assigned
to them.
These are accessed by clicking the down arrow next to My ESR in the Navigation Pane
1
1
Professional Users Dashboard
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Recruitment Dashboard
The Recruitment dashboard allows
the user to easily monitor and track
the progress of applicants
The three current portlets are connected to BI reports which can present further detailed information when clicked on.
This Dashboard assists monitoring recruitment processes, identifying any delays and giving the user an overall picture
of the time from advert to hire.
1
They are :- Applicant Summary 1
2
2 Applicant Management
3
3 Open Vacancies
Professional Users Dashboard
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HR Dashboard
The HR Dashboard allows quick
access to BI reports on
Establishment, Starters & Leavers
and Leavers Reasons.
All the graphs are clickable and
take you to the relevant BI report
and data.
1 Actual vs Establishment FTE encourages the use and management of Establishment Control.
1 2
2 Starters and Leavers and Leavers by Reason can both aid Recruitment in understanding recruitment and retention trends.
2
3
3 HR Payroll Exceptions shows any exceptions that have been assigned to the HR users, allowing them to quickly
identify and manage any issues.
Professional Users Dashboard
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Payroll Dashboard
The Payroll Dashboard allows the user
to quickly identify and manage any
payroll exceptions.
The Gross Pay vs Net Pay portlet gives access to a BI report with further data.
1
1
Payroll Exceptions show the Exceptions that have been assigned to the user and the team, and can launch the
exceptions management tool in one click.
2
2
The Concurrent Manager portlet shows where a process has failed or completed with warnings/errors. The portlet will
provide information relating to the following process:- Payroll Run (Monthly), Prepayments, RTI Prepayments & FPS
Process , Retro Pay , RTI FPS EDI Process 2017/18 ,
3
3
Professional Users Dashboard
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Learning Dashboard
Having at a glance information
available on the Learning Dashboard
, easily identify areas of concern and
empowers users to take proactive
action promptly.
The Learning Compliance portlet shows the compliance percentage for the entire organisation. By clicking on the gauge you enter into BI
where different organisation levels can be integrated. 1
1
The Upcoming Classes Portlet allows the user to identify classes that have remaining spaces easily. 3
3
Learner’s status can be quickly updated using the Update Attendance Portlet, ensuring their Learning Record remains up to date.
4
4
DNA rate allows quick identification of any areas of concern, as does the Bottom Orgs by Compliance. 2
2 2
Professional Users Dashboard
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BI and the Portal
ESR BI is accessible
on different platforms
ESR BI can be enabled so that it
becomes accessible outside of the
N3 network, allowing users to
access reports from home or mobile
devices
Learning Admin, Class Admin and Learning Instructor URPs can also be set up for access via Username & Password, and so
allowing them to access these URPs on a mobile device – ideal for real time updates of class attendance.
34
As well as the benefits for individuals, effective use of the Portal can benefit the whole
organisation.
• The Announcement Portlet functionality can be used as internal Communications and Engagement
method. It can be used as a ‘nudge’ to encourage employees to view information or undertake tasks
• The Twitter Portlet can be configured with your organisation’s Twitter feed, which appears to the user
in real time
• Links to other web-based systems and internet links can
be added by the organisation
• Documents can be uploaded to the Portal by your
organisation
• Portlets can be removed or moved around at any time by
your organisation
Benefits to the Organisation
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Announcements
As well as National
Announcements, local
announcements can be created by
the organisation.
The flexibility of the functionality
allows them to be scheduled.
Announcements can contain
hyperlinks to other websites or local
intranet sites as well as pictures.
Benefits to the Organisation
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The Twitter Portlet can be configured
with your organisation’s Twitter feed,
which appears to the user in real
time.
This allows tweets that are posted
by your organisation on Twitter to be
pushed to a wider audience who
may not see them otherwise.
Benefits to the Organisation
37
Local Links
Using the Local Links Portlet allows
organisations to transform Self
Service into a one-stop shop, where
employees can find everything they
need to do their jobs.
This can help embed Self Service
within your organisation, and
improves the employee experience.
Benefits to the Organisation
38
Local Documents and
Media
Documents can be uploaded to the
Portal by your organisation - some
examples could be:
• New HR policies
• Payslip Leaflets
• Organisation Site Maps
Benefits to the Organisation
39
Layout Changes
Portlets can be removed or moved
around at any time by your
organisation.
This allows you to promote certain
initiatives or tasks – eg the TRS
Portlet could be moved to a more
prominent position when the new
statements become available
Portal Administration View
Benefits to the Organisation
Where we started from:
• All staff have Smartcard enabled
• As an organisation we are good users of ESR
• Staff are used to Self Service and completing training via OLM
• Competencies and e-elearning are also in place
• Auto- creation in place for all new starters
• Supervisor Self-Service - Limited Access in place
East London NHS Foundation Trust
East London NHS Foundation Trust
42
How we rolled out the new ESR Portal • Tested for one month in the HR Department and also conducted a few pilots in
remote locations to ensure IT was compatible etc. Also tested the link and asked for feedback from managers
• Communicated across Trust for one month prior to launch
• Big bang approach to the whole Trust on 01.10.2017
• 98% of employees have viewed the portal
• To date 22% have requested remote internet access. Email communication being sent each week to increase uptake.
45
Future plans • Move to on-line payslips planned for June 2018.
(this was planned originally for April, but due to increase service provision this has now been planned for June 2018)
• Plan to move from “Supervisor Self Service - Limited Access” to “Manager Self-
Service”, to take advantage of Appraisal functionality and management of supervisor hierarchy
• Promote the use of national BI dashboards through Manager Self-Service to reduce central workforce report and timeliness of reports
East London NHS Foundation Trust
London Ambulance Service went live with MyESR on 18th Sep 2017
• Over 5600 Staff have logged into MyESR in first 7 months, 97.54% of the Trust
• Previously only 8% of the Trust used ESS
• 3900 staff have set up for home use, 70% of the Trust
• Over 92,000 individual logins to the system
• Over 56,000 E-Learning courses completed
• Over 66,000 Statutory and Mandatory competencies updated
London Ambulance Service NHS Trust 47
How did we get there – MyESR Roll Out
• Configured Portlets in MyESR
• Created user accounts for all staff
• Set up a MyESR support helpdesk and call log system
• Created a suite of 30 user guides
• 3 months of communications prior to launch
• ESR newsletters attached to Payslips, Intranet page, staff bulletins, staff Facebook page, targeted emails)
• Continuous monthly communications to staff
• Sought feedback via ESR Survey Monkey
48
Pre Go-Live Activities
• Java 1.8.74 rolled out across the Trust from Apr-17 via SCCM
• Pilot carried out to test MyESR/E-Learning on 300 machines across the Trust
• Trust email address added to HR Admin account and User accounts created
• Extensive Programme of Communications:
• Newsletters attached to Payslips for 3 months
• LAS Weekly News story for several weeks
• MyESR Intranet Page developed including 30 user guides
• Engagement Sessions across the Service
• MyESR Signatures added to all HR staff emails
• Posts on Trust’s Facebook page
• Established a MyESR Helpdesk (dedicated Email, Phone Number and Support Database developed)
London Ambulance Service NHS Trust 49
“The transformation/implementation of MyESR has been a foundation for not only transforming our delivery and decision-making for training and development but also to change the way we will communicate with our people.
Now that we have the foundation stone in place, we will be looking to maximise use of the wider system functionality to transform other aspects of our work with our dispersed teams of people – through online appraisals, managing student cohorts and potentially manager self-service.”
Patricia Grealish, Director of People & Culture and Project Executive Sponsor
50
“The launch of MyESR has enabled us to transform the way we manage our training and development.
Our mobile workforce can now update their own employee record and complete eLearning via mobile devices, managers can access key workforce information about their teams and staff and the Organisation have far greater understanding and assurance of StatMan training and appraisal compliance”
Garrett Emmerson, Chief Executive
51
London Ambulance Service NHS Trust 52
LAS ESR Roadmap
WE ARE HERE
Q1 - OLM Optimisation
Q2 - E-Forms Rollout
Q3 - Interfaces
MSS Scoping
Q3-Q4 MSS - Absence
- Online Appraisals
19-20 MSS - Staff Changes
- Leavers
Keys to Success
• Dedicated Project Team with clearly defined project plan and resources
• Monthly Project Board with Executive Sponsor
• Aligned to Trust’s strategic objective to increase Statutory & Mandatory training compliance
• Executive level support
• Continuous communications and engagement prior to Go-Live, at launch and post Go-Live
• MyESR Helpdesk function tracking all queries to identify themes
• Agile approach to implementing improvements
Mark Ando – Interim ESR Transformation Programme Manager
London Ambulance Service NHS Trust 53
55
Releases 2018
The schedule for 2018 release are as
per the table.
Full details of the final enhancements
will be included in the ESR Release
Notice and/or Guide to
Enhancements at the time of release.
.
The ESR Development Schedule includes details of planned developments to the ESR solution.
The information in this schedule is subject to change and any deployment will be subject to successful development
and final testing. The schedule for changes is laid out below (subject to the constraints noted above). Full details of the
final enhancements will be included in the ESR Release Notice and/or Guide to Enhancements at the time of release.
Portal Developments
56
Portal Developments – R38.2
CCN088 – Login page
update
The additional information for smart card users displayed on the log in page will
be removed.
The log in page will display to fit onto the screen and will show both log in routes
(user name/password and smart card) without the need to scroll.
57
Portal Developments – R38.3
CCN095 - My Personal
Information portlet to
include collapsible
region
The My Personal Information portlet will be updated to enable the user to select
to collapse the information in the portlet so this is not visible when landing on My
ESR portal.
The collapsible region will encompass address, home phone, mobile phone, and
position, meaning that only photograph and name are displayed. Where no
photograph is associated with the user, the portlet will resize accordingly.
58
Portal Developments – R39
A check box will be added to the learning portlet to enable only mandatory
learning to be displayed.
CCN092 – Show
required only e-
Learning in My
Enrolments Portlet
CCN093 – Update to
Payslip Portlet to
include link to P60 and
ability to opt out of
Paper Payslips
My Payslip portlet will be updated to include view of P60, so will be renamed My
Payslip and P60. The ability for a user to opt out of paper payslips will also be
provided in the portlet.
59
CCN097 – Password
Management Changes
The following changes will be made to assist with user password
management:
1. The password policy rules page will be added to the password create and
reset pages, and in account management general preferences.
2. The link on the log in page will be amended from Forgotten Username and
Password to Forgotten | Request Username/Password | Unlock Account.
3. The ability for an organisation to set an automatic internet access option at
VPD level will be provided. This will be a new trust level setting, which will not
be set by default and will require an organisation to choose to set it. This will
only work where there is no smart card requirement for ESS, ESSLA, and
External Learner URPs. It will work in conjunction with the existing Auto User
Account creation process.
Portal Developments – R39
61
Next Steps – Mhapp Removal
Letter from Paul Spooner to HRDs 13th March
2018 – A copy to ESR Leads.
The withdrawal of the non-portal URL will take
place no later than 30 September 2018.
UN2514 – 29th November 2017
From 1st December 2017, all users logging in via
non Portal URL’s are presented with an option to
continue to access ESR via this route, or via the
new Portal.
Key Messages
• Ensure Portal is configured for Self Service
and Professional Users.
• If you are experiencing Portal issues, raise
an SR and ensure that you respond to them.
• Remove mhapp URL’s from desktop icons,
intranet links etc.
• Provide relevant learning / guides for end
users regarding the change.
• Communicate and publicise the change to
ensure all users are aware.
Key Actions
62
Summary • The new ESR Portal is the gateway into ESR for all NHS
employees and managers.
• From the Portal employees can quickly and easily access
a range of Portlets that display information that is
important to them, whether they are a busy nurse, doctor,
manager responsible for a team or a core ESR user (e.g.
Payroll or HR activities).
• The portal dashboards are a valuable resources for
professional users.
• The portal is continually developing to help and support
employees, managers and the organisation, ensure you
keep up to date with progress
63
Support • Contact your regional ESR Functional Adviser or Account
Manager https://www.electronicstaffrecord.nhs.uk/nhs-esr-
team-directory/
•
• Portal User Guides http://www.esr-education.online/
• Known Error Log
• Raise an SR
• Special Interest Groups – ESR provides an update at all
meetings
• OLM SIG – Tuesday 8th May 2018
• Reporting user group – Monday 4th June 2018 Join the discussion - Please contact us for further details on all SIG’s
ESR Annual Position Statement Taking booking from June onwards Contact us today to book an early appointment
Coming Soon….
Thank you Nicola Fowler
Senior ESR Account Manager (London & South) Nicola.fowler6@nhs.net
07976 566376
Diya Aswani ESR Account Manager (London)
Diya.Aswani@nhs.net 07971 472568
Helen Casey
ESR Functional Advisor (KSS, Wessex & South London) Helen.Casey@nhs.net
Zoe Whittaker
ESR Functional Advisor (London & Thames Valley) Zoewhittaker@nhs.net
07970161414
Isabella Larkin East London NHS Foundation Trust isabellalarkin@nhs.net Mark Ando London Ambulance Service Mark.Ando@lond-amb.nhs.uk
@nhsesr – follow us
Please leave ask any questions via the question facility in the webinar. Webinar slides will be distributed shortly, with a “Next Steps” checklist for the removal of Mhapp.